Background

UNDP is the development arm of the United Nations system, with offices in 180 countries. Globally, the organization employs 17,000 people and manages a budget of USD 5 billion each year. 

The UNDP office in Skopje employs a team of 65 and currently manages a portfolio of projects in environmental protection, good governance and social inclusion worth USD$ 17 million per year.

UNDP MK is currently seeking a Police Business Intelligence Consultant to support the technical capacity building of MoI and support the process of software development by putting together organisational processes,  infrastructure,  tools  and  best  practices  for  the  collection  and transformation  of  data  into  meaningful  and  useful  information to improve  and  optimize  decision making and  performance.

Building on the country’s commitment to achieve sustainable solution to the illegal possession, misuse and trafficking of SALW (Small Arms and Light Weapons) and its ammunition, the project is a part of a wider regional initiative which adopts a holistic, systematic approach to solving most pertinent issues of improving small arms and light weapons (SALW)-related practices of the national authorities and create more violence-resilient communities through series of closely-coordinated activities.

The project is focusing on one of the seven goals (Goal 2 - By 2024, ensure that arms control policies and practices in the Western Balkans are evidence based and intelligence led) of the Roadmap for a sustainable solution to the illegal possession, misused and trafficking of SALW and their ammunition in the Western Balkans which is a testimony of the consensus reached among all stakeholders in the region about the current challenges, the overall targets to be reached, and timeline of actions to be taken in the area of arms control. By attaining to this goal, the project aims at improving and institutionalising data collection, analysis and dissemination of information on SALW among national institutions through several closely coordinated activities. The two components of the project are:

• Improved weapons registration in accordance with Amended EU firearms Directive 2017 and Law on Weapons
• Improved and harmonized Information Management System (IMS) of the MoI

A key systemic weakness that emerged from discussions with representatives from the Ministry of Interior (further on referred to as MoI) is the lack of a standardized and institutionalized framework for data collection and accessibility on incidents and criminal cases on local, regional through to strategic level. This includes automated data on firearms regarding legal and illegal SALW interdictions, armed violence incidents and other firearms related data resulting in periodic risk analysis and threat assessment.

As a result of the above a needs assessment analysis to establish a new Police Information Management System needs to be performed.  It will focus on looking at processes, people and technology. The needs assessment will be conducted to identify criminal and incident/events current data collection and related practices and challenges (including gun crime related data) within MoI, focusing on information exchange between the police stations and the criminal analysis department as well as other law-enforcement institutions. An integrated approach will be adopted, identifying existing gaps in the national firearms data-collection system and propose appropriate interventions and solutions. The study will help clearly identify the problem and will allow for efficient use of limited resources towards developing and implementing a feasible and applicable solution.

Based on needs assessment, a methodology for data collection and analysis will be proposed. It will help develop knowledge on trends and patterns of crime including firearm-related issues and will foster data and information exchange and cooperation across the MoI in all aspects from crime recording to case creation and management. In parallel, through extensive coordination with relevant MoI representatives, efforts will be made to improve the organizational processes and adopt a new methodology resulting in reduced complexity and duplication and foster continual improvements, thus making a tangible impact on the policy-development processes. In the process of implementation of these activities, UNDP will use information from and follow up on findings and recommendations from SEESAC’s latest SALW Distribution and Impact Survey and its data collection methodology to ensure there are no duplications in the research and/or recommendations in conducting these activities.

In close cooperation with the national authorities the project will conduct a thorough analysis of the existing organizational processes in regards with data collection, dissemination and analytics across different departments, sectors and units and come up with requirements for linking different databases and improving the software infrastructure within the MoI.

The new and improved IMS will be a robust integrated and investigative case management and analysis tool that will allow the MoI to receive, input, validate, organize, analyse and manage information in an orderly and systematic fashion. It will enhance the efficiency and effectiveness of case management and cooperation across different departments in the MoI and create compelling opportunities for integrated cross-institutional preventive measures at a national level. This will allow for institutionalised systematic collection and sharing of data between the MoI and other institutions/departments (Customs, border police, courts…) and become one of the pillars of the data collection efforts of the Firearms Focal Point (FFP).

The incumbent will work under direct supervision of the Project Manager and close coordination and guidance of the Head of the Democratic Governance Unit. He/she will work in close collaboration with Country Office Operations Unit staff and be responsible for the satisfactory achievement of the entrusted functions and tasks, as outlined below.  The incumbent will work with staff representatives from MoI and the Systems Analyst/Consultant to take into account realistic process changes in relation to best practice management.

Duties and Responsibilities

Objectives of the Assignment

The objectives of the assignment are:

1. To conduct a thorough analysis of the existing organizational processes in regards with data collection, dissemination and analysis across different departments;
2. To recommend improvements to current organizational processes, procedures, structure and technology for collection and analysis of quantitative and qualitative data on incidents, criminal cases including misuse and trafficking in firearms, their parts and components and ammunition.

Scope of Work

• Prepare a methodology and detailed plan of work.
• Conduct an analysis of the existing documentation as it relates to SALW (laws, bylaws, strategies, standard operational procedure (SOPs) and other relevant documents, particularly as they relate to the management of SALW and related incidents).
• Conduct a thorough analysis of the existing organizational processes regarding data collection, dissemination and analysis across different departments, sectors and units of as it relates to SALW and criminal incidents in general. 
• Perform needs-based analysis.
• Lead workshops and focus groups (with assistance from UNDP Project Team).
• Present findings to relevant sectors within the Ministry of Interior, Bureau for Public Safety, Department for Crime Intelligence and Analysis, Forensics Department, Department for Small Arms and Light Weapons, etc).
• Work closely with System/Business Analysts, UNDP Project Team, designated staff from MoI, and take into account requirements for linking different databases and improving the software infrastructure within the MoI. This improvement will incorporate the current applications and databases being used for recording incidents where weapons are used (CEMS), legal weapons registration and management (WRMS) and ballistic identification system (IBIS). 
• Consider and incorporate relevant data, KPI’s from the Roadmap for sustainable solution to the illegal possession, misuse and trafficking of Small Arms and Light Weapons (SALW) and their ammunition in the Western Balkans by 2024.
• Assist in preparing business requirements document as it relates to organizational processes.
• To actively participate and support the team in consultations with all stakeholders;
• To effectively communicate relevant project information to project stakeholders, senior management and project team.

1. EXPECTED OUTPUTS AND DELIVERABLES   

Deliverables

The Consultant is expected to provide the following deliverables:

1. Prepare a methodology and detailed plan of work, by 25 March 2020.
2. Perform a needs-based analysis. Prepare and present a written report detailing current organizational processes and organizational structure by 14 April 2020.
3. Prepare and present a detailed written report describing process/organizational changes needed as improvements to current organizational processes as they relate to management of SALW and other crime related incidents (the report needs to include two scenarios 1. Best practice and 2. Realistic/feasible scenario) by 24 April 2020.
4. Prepare and present a standardized methodology and a manual for streamlining organizational processes and data collection on local, regional to strategic level by 30 April 2020.
5. Assist the local IS consultant and UNDP project staff with developing business requirements for the new Information Management System, from an organizational (process/procedural) perspective. The due date for this deliverable is 15 May 2020.

The consultant is expected to actively work with the project team, Systems Analyst/Consultant and project stakeholders throughout the duration of the consultancy assignment.  The project team will share relevant project documentation to assist the Police Business Intelligence Consultant.

Payment schedule

The payment of the Consultant on this project will be done in 2 instalments:

• First payment after submitting deliverables 1, 2 and 3;
• Second payment after submitting deliverables 4 and 5.

INSTITUTIONAL ARRANGEMENT    

The Consultant will work under direct supervision of the Project Manager and in co-ordination with the project/programme team. He/she will be in regular communication with the project team through e-mail and over the phone and will provide regular progress report on agreed basis. The communication will be held in English language, including the reports.

DURATION OF THE WORK

Tentatively, the assignment should be completed in the period from 23 March 2020 to 15 May 2020. The overall duration of the tasks covered by this ToR has been estimated to not exceed 30 working days, including deskwork and coordination meetings, and excluding travel days.

DUTY STATION AND TRAVEL

The Consultant is expected to work from UNDP office in Skopje as well as premises of the project beneficiary. Desk work can also be done from home, particularly as it relates to Deliverables 1 and 4.  Work relating specifically to deliverables 2, 3 and 5 must be done in country/on site.  

UNDP may provide facilities for the meetings with the project team and project beneficiaries, pursuant to the work plan for this assignment. 

The cost of these facilities will be at UNDP expense.  

Travel costs of up to 2 round trips (most direct economy tickets from home to Skopje), should be included as part of the financial offer.

It is foreseen that the main location of the consultancy work will be based in Skopje.  In case of in country travel, the consultant will be accompanied by UNDP project staff with UNDP vehicle.

Overnight stay in the duty station (25 days in total) will be covered at UNDP standard fee (134 USD for Skopje). This should also be included in the financial offer.

Competencies

• Excellent communications, report writing and analytical skills;
• Excellent presentation skills;
• An ability to conceptualize problems and identify key issues, underlying problems, and how they relate (systems thinking methodology)
• Excellent knowledge of the police/law enforcement sectors, particularly as it relates to organizational reform, policy and best practices in weapons management;
• Demonstrates excellent organizational skills and proven ability to deliver consultancy products within deadlines;
• Ability to synthesize finding re/organizational, process and procedural changes and draw conclusions on the related subject;
• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Required Skills and Experience

Education: University Degree in Criminology, Law, Social Sciences, Business and Information Systems, or a related subject.  Master’s degree would be an asset.

Experience: At least 10 years of relevant professional experience at senior level in police/law enforcement/security sectors, specifically dealing with arms, weapons and explosives trafficking and intelligence led policing.  

Languages: Excellent language proficiency in both written and oral English.

Other required qualifications

• Relevant consulting experience in developing business intelligence processes and implementing organizational changes, as well as analyzing processes for sensitive systems; Experience working on at least 2 similar assignments;
• Experience with initiatives/consultancies with a focus on organizational reform and creation of capacity development instruments through data collection and analysis, preferably in the area of police development or law enforcement and/or security sector reform;
• An understanding of the development and political context and working experience in the closer region will be considered an advantage;

CRITERIA FOR SELECTION OF BEST OFFER

The award of the contract shall be made to the offeror whose offer has been evaluated and determined as:

a) Being responsive/compliant

b) Having received the highest score based on the following weight of technical and financial criteria

for solicitation as per the schedule below:

* Technical criteria weight: 70%

* Financial criteria weight: 30%

Only candidates obtaining a minimum of 49 points (70%) in the technical evaluation shall be considered for the financial evaluation.

For the considered offers in the financial evaluation only, the lowest price offer will receive 30 points. The other offers will receive points in relation to the lowest offer, based on the following formula: (Pn / Pl) * 30 where Pn is the financial offer being evaluated and Pl is the lowest financial offer received.

Technical Criteria:

Maximum points 70

DOCUMENTS TO BE SUBMITTED

1. Offeror’s letter, as per the following form LINK (please add the full name under the signature)
2. Most updated CV with focus on required qualification as well as the contact details of at least three (3) professional references;
3. Brief Description of Approach to Work;
4. Financial Proposal The financial proposal must be expressed in the form of a lumpsum all-inclusive cost, supported by breakdown of costs as per template provided in US Dollars for this consultancy.

The financial proposal must take into account various expenses that will be incurred during the contract, including: the daily professional fee; cost of travel from the home base to the duty station and vice versa, where required (the prevailing price for an economy class ticket on the most direct routes shall apply; living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract, as applicable.

Failure to submit complete set of all four required documents will result in disqualification from the process.

Payments will be made only upon confirmation from UNDP on delivering on the contract obligations in a satisfactory manner.

Individual Consultants are responsible for ensuring they have vaccinations/inoculations when travelling to certain countries, as designated by the UN Medical Director. Consultants are also required to comply with the UN security directives set forth under dss.un.org.

APPLICATION PROCEDURE

Step 1

1. Click on the "Apply now" button

2. Input your information in the appropriate sections: personal information, language proficiency, education, resume, and motivation (cover letter). You can type in or paste your short Resume into the last box.

3. Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload other required documents listed in the step 2.

Step 2

Interested individual consultants must submit the documents/information listed in the “Documents to submit section” above.

The system will allow only one attachment. Therefore, please upload all required documents as one file.

Failing to submit any of these documents may result in disqualification of the application.

Please note that shortlisted candidates might be interviewed.

If the deliverables are not produced and delivered by the consultant to the satisfaction of UNDP as approved by the responsible Portfolio Manager, no payment will be made even if the consultant has invested man/days to produce and deliver such deliverables.